Position Title:

Administrative Associate- Student and Community Formation

Position Type:

Regular

Hiring Range:

$28.03 - $33.65/hour; Compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:

Hourly

A. POSITION PURPOSE

The Administrative Associate, Student and Community Formation at the Jesuit School of Theology of Santa Clara University (JST-SCU) provides operational and logistical support, event coordination, data management, and student communication facilitation. The Administrative Associate will contribute to the effective operation of the Office of Student and Community Life, working diligently on day-to-day administrative duties, addressing individual student queries, collaborating with student employees, and ensuring the smooth functioning of the office.  

This role facilitates the connection between various internal departments and external parties, and is an important support for the formation of theological leaders. This position is vital in its forward facing ministry to all our students and in its support to co-create a dynamic,  synodal JST-SCU community.

This position is ideal for an organized, ministry-oriented individual who thrives in engaging, diverse and reflective environments as part of a team whose mission is to cultivate a vibrant, flourishing student community in support of the JST-SCU strategic plan En Camino. This includes managing the flow of information, handling program hospitality and logistics, coordinating student worker projects, and supporting administrative organization, marketing, and data tracking for ongoing school-wide programming.

This is a full-time, non-exempt (hourly), position reporting directly to the Assistant Dean, Student and Community Life.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Programming Coordination 

• Organize Student & Community Life convenings such as International Student Week, New Student Orientation, cultural celebrations, wellness events and community meals, managing food orders, coordinating environment, facilitating student engagement and leading setup and cleanup.       

• Provide collaborative partnership to JST-SCU programming such as Laudato Si Symposium,  Annual Talent Show, Thea Bowman Lecture, Commencement, etc.

• Coordinate resources and information sharing for student support services.

• Facilitate various school-wide Google and LiveWhale calendars.                                               

• Administer rooms and setups for events and handle logistics for catering.                                              

• Oversee maintenance of communication tools in reception and lounge areas, ensuring publicizing of events in accordance with Student & Community Life policies regarding posting of flyers.                                

2. Materials Coordination                                                       

• Provide administrative, note-taking and editing management of varying communication mediums which provide resources, information and support to the JST-SCU Student Body and community at large.  Including but not limited to:

  • Weekly JST Magis email newsletter, JST Student Life Handbook, JST Moodle Courses (JST Prepare, JST Student Support Services), JST Orientation Materials, Student Email Groups, Liturgical Celebration flyers/worship aids, Promotional flyers, Program and Department evaluations/surveys, Career Connection website and other materials as needed.

3.  Administrative Support

• In Workday Financials, execute financial operations and transactions (procurement, contract requests, expense reconciliation).  As requested, pull monthly Budget vs. Actual reports and track on expenses, and make check/reimbursement requests.  Prepare Independent Contractor Agreements. Coordinate payment of contractors.

• Publish and distribute JST Student Directory and assist with website and Moodle updates.

• Distribute SCU Student ID cards, coordinating with SCU Access Office.

• Maintain referral information regarding Student Health Insurance Program, Student Support Services, Basic Needs Resources and participate in the JST Care Team, as requested.

• Support student access to JST-SCU systems and tools by providing referrals to various resources such as JST Registr